Approved Record Deletion Workflow

Overview

The Approved Record Deletion Workflow is a governance-focused flow that ensures Salesforce records are never deleted without explicit manager approval. A user triggers the flow manually, providing the Record ID and a deletion reason. The flow fetches the record details from Salesforce, presents them in a styled approval request, and routes to the configured approver. On approval, the record is permanently deleted and a confirmation is posted to Teams. On rejection, the team is notified with the reviewer's comments.

Use Case

Organizations need controlled deletion of Salesforce records (Accounts, Contacts, Opportunities, Cases) to prevent accidental data loss and maintain audit trails. This flow enforces a human-in-the-loop approval gate before any destructive operation, with full visibility via Teams notifications. It supports any Salesforce object type through a configurable environment variable.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Change the target Salesforce object

Update the flowlibs_SalesforceObjectType env var value (e.g., Contact, Opportunity, Case). The flow dynamically uses this for both the lookup and delete operations.

Change the approver

Update flowlibs_ApprovalAssignedToEmail to the desired manager or distribution list email.

Route notifications to a different Teams channel

Update flowlibs_TeamsGroupId and flowlibs_TeamsChannelId to target a different Team/Channel.

Add email notification

Add an Outlook SendEmailV2 action after the Teams posts to also email the requestor about the outcome.

Add audit logging

Insert a Dataverse CreateRecord or SharePoint PostItem action before the Teams notification to log every deletion request (approved or rejected) for compliance.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

coalesce(body('Get_Record_Details')?['Name'], body('Get_Record_Details')?['Subject'], body('Get_Record_Details')?['Title'], 'N/A')

@equals(body('Request_Deletion_Approval')?['outcome'], 'Approve')

coalesce(body('Request_Deletion_Approval')?['responses'][0]?['comments'], 'No comments provided')

body('Request_Deletion_Approval')?['responses'][0]?['responder']?['email']